When government or an SOE evaluates tenders, they first decide whether each bid is "responsive". Only responsive bids go through to the next stage—where price and other criteria are scored.
If your bid isn't responsive, it's disqualified. So what does "responsive" actually mean for South African SMEs?
What is a responsive tender? Definition in plain language
A responsive tender is one that meets every mandatory (compulsory) requirement in the invitation. Tenders are often published on the National Treasury eTender Portal.
What responsiveness typically includes
- All mandatory documents (tax clearance, B-BBEE, registration, etc.) submitted and valid
- All compulsory SBD forms completed and signed as required
- Attendance at a compulsory briefing session (if the tender says attendance is mandatory)
- Any other "must" or "mandatory" conditions—e.g. minimum B-BBEE level, turnover, or experience
If the invitation says "failure to submit X will result in disqualification", then X is part of responsiveness. Miss one item, and your bid is not responsive.
Why a responsive tender matters
In South African public procurement, responsiveness is a gate. The evaluation panel doesn't score non-responsive bids. They don't compare your price to others or look at your technical approach. They set your bid aside.
So even if you have the best solution at the best price, one missing document or one wrong tick can mean you're out. That's why most South African tenders fail before price is even opened—they fail the responsiveness check.
Common reasons a bid is found non-responsive
Typical causes include: expired or incorrect tax clearance or B-BBEE certificate; unsigned or incomplete SBD forms; not attending a compulsory briefing; missing mandatory annexures; or not meeting a stated minimum requirement (e.g. B-BBEE Level 4).
Many of these are simple to fix if you catch them before submission. See the common tender mistakes that get bids disqualified so you can avoid them.
How to make sure your bid is responsive
Before you submit, go through the tender document and list every mandatory requirement. Then check your submission against that list: every document, every form, every "yes" or "no" that had to be answered.
If the tender requires a compulsory briefing, make sure you (or an authorised representative) attend and that proof of attendance is submitted if required. For a practical process, see How to check tender compliance before you submit.
Documents and responsiveness
Responsiveness often comes down to documents. Having the right documents ready—and making sure they're valid and correctly completed—is most of the battle.
If you're not sure what's usually required, our guide to documents required for government tenders in South Africa gives you a simple starting list.
Bottom line
A responsive tender is one that meets every mandatory requirement in the invitation. For South African SMEs bidding on government and SOE tenders, that means getting your documents, forms, and attendance right before you worry about price or technical scoring.
Check the tender. Build a checklist. Tick every box.
